Coordinator, Digital Reporting - Remote

Summary

Esquire Deposition Solutions, LLC provides deposition-related services and is seeking a Coordinator, Digital Reporting. The role supports the Digital Reporting team by managing onboarding, account setup, equipment, credentials, certifications, records, reporting, and stakeholder inquiries.

Responsibilities

• Send hiring notification to the Senior ADRM and Sr. Director, Digital Reporting once the offer letter is signed, and coordinate account access and setup for new Digital Reporters, including SPP, Box, and eLitigate.com
• Create the onboarding plan in Confluence, distribute it to new Digital Reporters, and schedule onboarding meetings and welcome communications
• Complete vendor setup tasks, obtain the Digital Reporter's electronic signature, and maintain accurate vendor records, including assigned ZIP codes
• Track onboarding-related IT tickets and ensure the Equipment Tracking and Onboarding Guide (ETOG) is sent
• Send onboarding completion notifications to National Operations once all onboarding tasks are complete
• Order and manage equipment and supplies, including blazers, name badges, swag kits, away bags, business cards, notary supplies and application packages, and operational supplies such as gaffer tape, exhibit stickers, trial microphone bags, and portable desks; conduct equipment and inventory check-ins with Digital Reporters
• Receive, inventory, pack, and ship Digital Reporter equipment and supplies, and maintain inventory counts, storage locations, and reorder points
• Ensure Digital Reporter is enrolled in the Academy, if applicable
• Notify Senior ADRM leadership when a Digital Reporter graduates from the Academy
• Create service instances in NetSuite for shadow assignments and enter bulk availability in SPP when a Digital Reporter first enters apprenticeship
• Pull Academy activity and submission reports from Canvas and distribute to the ADRM, and monitor Box folders to confirm required files are being uploaded, reporting status to the ADRM
• Confirm that Digital Reporters have reviewed and acknowledged required information and procedures in Confluence, and maintain designated Confluence pages for Academy and apprenticeship status
• Update RV availability each morning and provide cause-of-delay updates in the onboarding record for items pending in apprenticeship
• Coordinate AAERT membership setup and track membership status and renewals
• Provide notary application instructions and track notary and dual-notary application status
• Monitor certification expiration dates and continuing education unit (CEU) requirements, send renewal reminders, and maintain certification and notary information in vendor records
• Track and report status, milestones, and open items for Digital Reporting pilot programs to the Senior Manager, Digital Reporting
• Pull, reconcile, and distribute assigned DOMO and TT reports, and log and escalate returned jobs and system errors
• Respond to Digital Reporter and ADRM inquiries regarding onboarding status, equipment, credentials, and system access, and escalate unresolved items to the Senior Manager, Digital Reporting
• Maintain onboarding, equipment, and credentialing documentation so records are audit-ready and meet retention requirements
• Perform other duties as assigned

Skills

• Working knowledge of Microsoft Excel, Word, and Outlook, including the ability to build and maintain tracking spreadsheets
• Ability to learn and navigate the Company's technology platforms, including NetSuite, Box, Confluence, Canvas, SPP, DOMO, and eLitigate.com
• Excellent interpersonal, verbal and written communication, and organizational skills
• Service orientation toward internal stakeholders, including ADRMs, Digital Reporters, and National Operations
• Must be detail-oriented with the ability to plan work effectively, meet deadlines, and make sound decisions
• Ability to multi-task, shift priorities, and manage a high volume of administrative requests
• Ability to resolve challenges and support process improvement
• Ability to work under pressure
• Ability to establish and maintain effective working relationships with ADRMs, Digital Reporters, and other stakeholders
• Strong data entry accuracy and record-keeping skills
• Capable of taking direction from more than one supervisor
• Must maintain regular and acceptable attendance
• Demonstrates a commitment to company objectives
• High school diploma or equivalent required
• Minimum of one year of administrative, operations, or vendor coordination experience required
• Ability to read, interpret, and draft business documents and written instructions in English with accurate grammar, punctuation, and spelling
• Work is performed remotely in a dedicated workspace with reliable internet connectivity and little exposure to excessive noise, dust, temperature, and the like; equipment inventory may be stored and handled at the incumbent's workspace or at an Esquire facility, and periodic onsite presence may be required
• Ability to remain seated in one position and maintain a high level of concentration for long periods of time; ability to stand, bend, reach, and carry when handling equipment inventory; and the ability to lift and move up to 30 pounds
• Knowledge of court procedures, legal documents, and legal terminology (preferred)
• Some college experience or college degree preferred
• Three years preferred
• Experience working in the legal services industry preferred
• Experience with NetSuite or similar vendor/CRM systems preferred

Qualifications

Must Haves

• Working knowledge of Microsoft Excel, Word, and Outlook, including the ability to build and maintain tracking spreadsheets
• Ability to learn and navigate the Company's technology platforms, including NetSuite, Box, Confluence, Canvas, SPP, DOMO, and eLitigate.com
• Excellent interpersonal, verbal and written communication, and organizational skills
• Service orientation toward internal stakeholders, including ADRMs, Digital Reporters, and National Operations
• Must be detail-oriented with the ability to plan work effectively, meet deadlines, and make sound decisions
• Ability to multi-task, shift priorities, and manage a high volume of administrative requests
• Ability to resolve challenges and support process improvement
• Ability to work under pressure
• Ability to establish and maintain effective working relationships with ADRMs, Digital Reporters, and other stakeholders
• Strong data entry accuracy and record-keeping skills
• Capable of taking direction from more than one supervisor
• Must maintain regular and acceptable attendance
• Demonstrates a commitment to company objectives
• High school diploma or equivalent required
• Minimum of one year of administrative, operations, or vendor coordination experience required
• Ability to read, interpret, and draft business documents and written instructions in English with accurate grammar, punctuation, and spelling
• Work is performed remotely in a dedicated workspace with reliable internet connectivity and little exposure to excessive noise, dust, temperature, and the like; equipment inventory may be stored and handled at the incumbent's workspace or at an Esquire facility, and periodic onsite presence may be required
• Ability to remain seated in one position and maintain a high level of concentration for long periods of time; ability to stand, bend, reach, and carry when handling equipment inventory; and the ability to lift and move up to 30 pounds

Nice to Haves

• Knowledge of court procedures, legal documents, and legal terminology (preferred)
• some college experience or college degree preferred
• three years preferred
• Experience working in the legal services industry preferred
• Experience with NetSuite or similar vendor/CRM systems preferred

Benefits

• Remote work in a dedicated workspace with reliable internet connectivity